Imperial SW GBC Commercial Invoices
GBC PRE-ACCOUNTING EVERYDAY TASK
1. Go to SMB-ILSE-GBC <GBC.ILSE@imperiallogistics.com
2. Open the PDF invoice with Foxit PhantomPDF.
3. Identify in invoice: Country code, Purchase Order, invoice no, Booking no.
4. Save now the PDF invoice by Country code; Purchase Order (PO) number;
Invoice number” to Box.comin folder GBC Pre-Accounting=> Invoices to handle
5. Start handling the invoices country by country e.g. BH.
6. Repeat forstep 1 to 5 all invoices in inbox of SMB-ILSE-GBC.
- A. If missing Booking number, do the following steps:
1) Reject the invoice by replying on the invoice email with the following text and
attach the invoice in your reply:
“Hi,
Thank you for the invoice but as it´s missing the Imperial Logistics Booking
Reference we must reject your invoice.
Please add the Imperial Logistics Booking Reference on the invoice and re-send it
to gbc.ilse@imperiallogistics.com with a note “Added Imperial Logistics Booking
Reference”
First then, we can handle it and send it to H&M for payment.
Thank you”
2) Drag & Drop your reply email in subfolder “Missing Bookingnumber” for inbox
SMB-ILSE-GBC so we can find it if needed
3) Done! P.S Do not add the invoice in BOX -> “No Match”
7. Go to Box.com folder GBC Pre-Accounting/Invoices to handle and sort saved invoices by
name.
8. Start handling the invoices ”country by country” in alphabetical order. Eg BH
9. Open PDF-file eg BH,P2000839,I489361
10. Also open the Excel-file for the country. E.g ”BH Bahrian GBC invoice numbers” in
BOX.com/GBC Pre-Accounting/BH Bahrain
11. In the Excel-file, search for the H&M order number (PO) from the invoices. E.g 20000839. or
Booking number E.g B000259881
12.
A. If match. In Foxit PhantomPDF , insert CustomClearance fakturanummer&
Skeppningsdatumat the top of the invoice.
B. If no match, save the invoice and add ”no match + reason” in the pdf file name & add email in
subfolder “NOT FOUND” in SMB-ILSE-GBC .
Note! If invoice date is shorter then 1 week or even in the future, then add/drag & drop the invoice
email in subfolder “Future invoice to handle” of inbox SMB-ILSE-GBC instead of adding it in BOX ->
“No Match”.
Check these invoices when 1 week has passed of the invoice date and see if you can handle it.
• If Yes: Handle it as standard procedure and Drag & Drop the email in subfolder->
“Invoices done by DM”
• If NO: Add the invoice in “No Match” in BOX and Drag & Drop the email in subfolder ->
“NOT FOUND”
13. Open the Excel-file” GBC Fakturanummerfr2015-04-03” in Box.com/GBC Pre-Accounting
14. Fill in the yellow marked columns with data from the invoice. Shipping date should be the
date you have written on the invoice
15. Stamp the invoice digitally in Foxit PhantomPDF. Use the custom stamp according to the
country code.
16. Fill in the stamp field with the values fromthe grey columns. Use inserttext tool.
17. Save the invoice and add” handled” to the pdf name.
18. Repeat the process for all invoices in the folder” Invoicesto handle”.
19. When finished with all the invoices, send the handled invoices to H&M mail
costinvoice.gbc@hm.comNote: Maximum 10 pdf invoices per mail.
20. Drag & Drop the sent mail to H&M in subfolder “Sentto H&M”
21. Sort all invoices by country code and copy them to country folder.
22. Delete all re-named invoices in folder ”Invoices to handle”.
TN, TR, VN, UA and BA have the same Excel-file in step 10 as in step 5.
Turkey invoices need attachment, Proforma invoice in step 7 above. Imperial upload
the proforma invoice to Turkey country folder in Box.com.
GBC PRE-ACCOUNTING MONDAY TASK
1. Go to SMB-ILSE-GBC-Handling <SMB-ILSE-GBC-Handling@imperiallogistics.com>
2. Find the Currency ratesfor next upcomingweek (Corporate Accounting Support
<corporateaccountingsupport@hm.com>)
3. Open the PDF-file which is attached in the email mention in step 2.
4. Open “Lathund valutor” in Box.com (folder, GBC Pre-Accounting)
5. Copy and paste the currency rates from the PDF-file to the Excel according to the country codes.
6. Open the “GBC Fakturanummer fr 2015-04-03” in Box.com (folder, GBC Pre-Accounting)
7. Copy and paste the currency rates for GBC in “Lathund valutor” from step 4 in the X-change rate
column in tab Valutor. Make sure you have the SEK as last currency.
8. Fill in ”år”, ”vecka”, ”datum” och ”valuta”. Only the yellow-marked columns.
9. Now copy currency rates to each country invoice excel file.
10. Repeat step 9 for TN VN, UA, TR, BA, RU, KZ, BY.
Invoices from suppliers
Q: The booking number is missing on the invoice but the order number can be found in the invoice number file. Should the invoice be passed back?
A: No, if you can find a booking number that matches the order number in the invoice number file, there will not be any booking number on the suppliers invoice.
Q: The booking number is missing on the invoice, there is no order number and it must be passed back but the sender is a “ no reply “ email.
A: Check the invoice and use ev email address. If there isn’t any email address, contact IMPERAL through smb-ilse-gbc-handling@imperiallogistics.com and we will send you a contact / email address.
Q: The booking number is missing on the invoice, there is an order number but it can’t be found in the invoice number file. The supplier answers that the shipment has been booked by another party than Imperial ( for instance OOCL).
A: If any other party has arranged the transport, the invoice should be passed back with the explanation; Only shipments that has been booked via Imperial can be handled. Put the email in the subfolder ”Missing Booking number” for inbox SMB-ILSE-GBC so we can find it if needed.
Q: The suppliers invoice covers two or more bookings/ shipments perhaps with different dates. How to handle what date and currency rate to stamp on the invoice?
A: Pick the booking/shipment that has got a date closes to the date of the suppliers invoice.
GBC PRE ACCOUNTING CREDIT INVOICES
1. When a credit invoice is received, make sure the debit invoice refers to has been handled.
If it hasn’t been handled forward it to H&M at costinvoice.gbc@hm.com
2. Register the credit as regular in the Excel-file, except writing Skeppningsdatum. In the column
“Övrigt”, write “Credit for XXX (invoice number)”.
3. Only write down the internal invoice number (column C) in the stamp. No values or amount.
4. Save the PDF by country code, Purchase no, Credit in Box.com/GBC Pre Accounting/Invoice to Handle/Credit/2020
6. Email the handled credit invoice to costinvoice.gbc@hm.com
HOW TO FIND BOOKING NUMBER IN CARGOWARE
1. Start Cargoware applications in Rilac.
2. Click on “Order Search” in left menu. (Order search view will now open)
3. Write/copy order number from invoices in “Order Number” fields. E.g 19212811
For order numbers starting with 19… (years prefix of H&M order number). TranportDate needs to change to 2019:
4. Start searching by clicking on play button in the header ribbon:
5. In the right menu now you can see connected Booking number:
GBC PRE ACCOUNTING TURKEY
Turkey invoices attachment
Turkey invoices need attachment of Preforma invoice merged to one PDF.
Accordingly to agreement between Sharif, Imperial and Sorina, Datamondial per 2020-03-06.
DM will use their own tools to merge PDF.
Red text = describes the additional task needed for Turkey invoice.
How to handle GBC invoices for Turkey
1. Go to SMB-ILSE-GBC <GBC.ILSE@imperiallogistics.com
2. Open the PDF invoice with Foxit PhantomPDF.
3. Identify in invoice: Country code, Purchase Order, invoice no.
4. Save now PDF invoice by Country code; Purchase Order (PO) number; Invoice number to Box.com in folder GBC Pre-Accounting=> Invoices to handle
5. Start handling the invoices country by country e.g. BH.
6. Repeat for step 1 to 5 all invoices in inbox of SMB-ILSE-GBC.
7. Go to Box.com folder GBC Pre-Accounting/ Invoices to handle and sort saved invoices by name.
8. Start handling the invoices ”country by country” in alphabetical order. E.g. BH
9. Open PDF-file (e.g. BH,P2000839,I489361)
10. Also open the Excel-file for the country. E.g. ”BH Bahrian GBC invoice numbers” in BoX.com/GBC Pre-Accounting/ BH Bahrain
11. In the Excel-file, search for the H&M purchase order number (PO) from the invoices. E.g. 20000839.
12.
A. If match, in Foxit PhantomPDF , insert Custom Clearance, fakturanummerand Skep
pningsdatum at the top of the invoice.
B. If no match, save the invoice and add ”no match” in the pdf file name.
13. Open the Excel-file ”GBC Fakturanu mmer fr 2015-04-03” in Box.com/GBC Pre-Accounting
14. Fill in the yellow marked columns with data from the invoice. Shipping date should be the date
you have written on the invoice
15. Stamp the invoice digitally in Foxit PhantomPDF. Use the custom stamp according to the country
code.
16. Fill in the stamp field with the values from the grey columns. Use insert text tool.
17. Save the invoice and add ”handled” to the pdf name.
18. Repeat the process for all invoices in the folder ”Invoices to handle”.
19. Download the PDF (e.g. TR,P19256028,I140174) handle in step 4 above and note invoice number
(e.g. 406169)
20. Search for invoice number (e.g. GBC406183) in Box.com and download GBC invoice (e.g. GBC406183).
If a proforma (custom clearance invoice) is missing in BOX to complete a Turkey GBC invoice –send an mail to Ilse.customer-service@imperiallogistics.com and ask for the specific missing Turkey Proforma. They are named GBC4XXXXX.pdf.
21. Merge PDF in step 19 and 20 to one PDF:
22. Save by „Country code; Purchase Order (PO) number; Invoice number” to Turkey folder in
Box.com (GBC Pre-Accounting/Invoice to handle/TR handled invoices)
23. When finished with all the invoices , send the handled invoices to H&M mail
costinvoice.gbc@hm.com
*Note: Maximum 10 pdf invoices per mail.
24. Sort all invoices by country code and copy them to country folder.
25. Delete all re-named invoices in folder ”Invoices to handle”
TN, TR, VN, UA and BA has the same Excel-file in step 10 as in step 5.
GBC Pre Accounting VISUAL invoices
1. Received invoices marked VISUAL or “Received (date) stamp” should have a note that states
VISUAL in the “Övrigt” column in the Excel-file, GBC Fakturanummer fr 2015-04-03
2. Save the invoice in box.com/Gbc pre-accounting/Visual/2020
3. Do not send them to costinvoice.gbc@hm.co..
GBC Pre-Accounting Search for invoices in BOX handled before v3 2020
20200406
SEARCH FOR INVOICES IN BOX HANDLED BEFORE WEEK 3 2020
We have uploaded the archive for handled GBC invoices from the shared Sharepoint folder to
Box.com. This applies to managed invoices from week 2 2020 and back in time.
If you need to access handled invoices handled before week 3 2020 then these are in the archive
folder in Box called “Archive GBC Supplier Invoices”.
In this example we look for invoice 86961 from ÅJ.
1. Open the Excel file GBC Invoice Number from 2015-04-25.xlsx located in BOX.com => GBC
Pre-Accounting. It is important that you open it locally on your computer as the file is too
large to open online.
2. Search for invoice 86961. We get hit on line 31009 and can find out that the invoice is
handled and sent to H&M Accounting week 49 2019 and is in the BH folder:
3. Open the archive folder in BOX => Archive GBC Supplier Invoices => Sent to H&M Accounting and click on 2019 followed by week 49 and then BH: 
4. Open the PDF file v 49 BH.pdf and find the invoice:
GBC Pre-Accounting reminders (must be handled daily)
1. Check if the original invoice is handled. If handled, forward the reminder to Imperial on smb-ilse-gbc-handling@imperiallogistics.com.
2. If not handled, search invoice inbox SMB-ILSE-GBC to see if it is received.
3. If found, or received in the reminder, handle it.
4. If not found, reply the sender (H&M Supplier) that the invoice is not received by GBC yet. And
ask them to send the invoices to GBC.ILSE@imperiallogistics.com.
For all communication regarding reminders use GBC.ILSE@imperiallogistics.com as sender
Märkas 19255980 |
Märkas 19255980 |
Hi,
Reminder on invoice 90266 (AE) from ÅJ Distribution.
Handled and sent from Imperial to H&M accounting department week 47. Link to invoice in BOX:
https://imperiallogistics.app.box.com/file/…
Kind Regards,
Hi Sharif,
We received invoice Payment Reminder and we must send email to supplier ELBE, but we don’t know the email address.
Can we send email to elbe@elbeab.se?
Thank you,
Regards,
Marieta
GBC Pre Accounting Poland invoices
INVOICES TO PL:
1. Save invoice by Country code; Purchase Order (PO) number; Invoice number” to Box.com in folder GBC Pre-Accounting=> Invoices to handle
2. Stamp with UAH.
3. Write “DC Leverans” beneath stamp 4. Email to H&M on Supplier-SE@hm.com.
“In order to help you in the best way, we ask you to first check in Box.com if the invoice has been handled. If you do not find the invoice, we ask you to reply us and we will help you.”
Rules Invoices Mails
This kind of invoice maybe confuse. The buyer is H&M Sweden, therefore it may look strange. E.g. invoice for Bosnia you can see that it is delivered to shop in Bosnia, see below image:
This applies to all Excel files, so please change “2” to “3” in sheet “Sammanst” in all Excel files you’ve worked in, on the invoices you’ve registered. – Nathalie 17.01.2020>
If you get invoices with date 2019-12-30 or 2019-12-31, use date 2020-01-01 as shipping date. Of some reason these dates doesn’t apply. If you get this problem with other dates (I’ve got them some times with dates on Sundays), just use the Fridays date the same week.
(The important thing here is that you use a date that has the same currency exchange rates, that will say, use another date in the same week.) – Nathalie 17.01.2020>
According to the below mail received from Nathalie, if we found one order more times with different dates, we should take the one that is closest to the invoice date. But in this case, for this order we found 21/04 and 27/04 and invoice date is 24/04 so there 3 days between 21-24 and 3 24-27. We don’t know which date should we add because are different weeks and therefore different currency rates:
A: I’ve talked to Natalie. She said that it is not so important that it is exactly the right date on occasions like this. Choose one of the two when this occurs.
If you can not find the order in the Excel-files or after search in CargoWare, you add the invoice in No match and rename it with No Booking nr CW – Mikael 04.06.2020
“We have found several GBC invoice that has empty pages. H&M invoice system cannot handle empty pages. Therefore it is important we do not send invoices to H&M with empty page. Please confirm the routines regarding PDF invoice and make sure we avoid empty pages in invoice PDF. ( – Sharif 18.02.2020)” Se below image for sample:
Please email all your questions regarding GBC to the following emall address: SMB-ILSE-GBC-Handling@imperiallogistics.com – Amanda 20.04.2020
If you miss both Order number and Project number, just rename the handled invoices to Country Code + I+invoice number. – Mikael 06.05.2020
For those who don’t have order number, when we insert them into GBC at column order number, should we leave it empty? –Yes, leave the column empty if you don´t have either order number or project number. – Mikael 07.05.2020
So no, you don´t have to send mail when Country code or Order no is missing. – Mikael 11.05.2020
So, we just inform GBC-Handling that new invoices without booking number are loaded into “no match” folder? – Yes. With the link to the specific invoices. – Mikael 11.05.2020
E.G.: There are new invoices in “No match” without Booking nr. Please check.
https://imperiallogistics.app.box.com/file/662083970230
https://imperiallogistics.app.box.com/file/662082886019
https://imperiallogistics.app.box.com/file/662075434011
Only if a invoice has not been sent to costinvoice.gbc@hm.com before, it must be sent. If the invoice has been sent before and something has changed on the invoice, you only need to inform H&M supplier-SE@hm.com about the change, what has changed and add the link to the invoice in BOX. If they request the invoice sent to costinvoice.gbc@hm.com then it´s ok to send the invoice again. – Mikael 25.05.2020
Regarding IDW supplier, we have noticed mentioned as invoice nr for example IDW Nr. 019273 and when we have added it into GBC or saved into BOX , we mentioned as Invoice nr IDW019273, is this correct? – That´s ok (Amanda 26.05.2020)
As invoice number we must add reference payment nr.
We must add shipping date from the right corner (invoice nr ex. 3008257) – Amanda 08.06.2020
Q: I would like to ask you to put GBC inv nr or HM order nr in each email subject when asking us for assistance and explanation.
A: Imperial does not register shippers invoice nr in any field in CW like ex. Marks and Number. – Agneta 04.06.2020
- If we receive mails about payments, we don’t answer, we must forward them to GBC.
- If we receive emails with missing stamps on the invoices, we can’t reply to the sender person.
- If we receive invoices that we cannot process because booking, order or country are missing, we don’t reply to the sender.
Invoices with Forwarder OOCL it is not processed.
These invoices are getting into folder No Match, without any processing.
Send these emails from email gbc.ilse@imperiallogistics.com (Not from imperial-sweden@datamondial.ro)
For RU, KZ and BY you use the actual invoice date(/”print out date”) that is printed on the invoice, in “Shipping date” field you marked. This applies to only these three countries.
You don’t write anything on top of the invoice, just fill in the stamp (RUB) as usual. – Nathalie 17.01.2020
RU, KZ, BY: open “List of orders in Malmoe and Vilnius”, search for H&M order number in whole Excel-file. If match, nothing should be written on the invoice. Invoice/printout date = Skeppningsdatum.
